Reception and Office Administrative Support

Novatech is a multi-disciplined consulting firm, offering a wide range of civil engineering, planning and landscape architecture services to both private and public sector clients.

We are searching for a motivated, detail oriented and versatile individual to work 100% onsite to:

• provide professional front desk service, including answering main reception phone line, greeting clients and supporting general staff requests and inquiries;
• assist Project Managers and their teams with daily correspondence, document production and proposal work; and
• provide administrative support for the day-to-day operation of the company.

Responsibilities:

• Answer phone and direct calls; facilitate and arrange couriers and outgoing mail; review and distribute incoming mail.
• File and retrieve archive material and maintain the archive database.
• Create, format and proofread documents such as reports, proposals, presentations, minutes of meetings, agendas, transmittals, memos and letters (Microsoft Office Suite).
• Update staff resumes and corporate marketing material.
• Perform document production/binding as required.
• Proactively maintain the inventory of office supplies, including ordering and stocking.
• Provide staff with meeting and calendar management as required, support videoconference and meeting set-up, including monitoring the boardroom schedule daily to ensure boardrooms are properly scheduled and prepared.
• Email client invoices, forward responses as needed and file in folders accordingly.
• Update and manage Novatech LinkedIn account with new content
• Assist with coordinating office and social events, catering for meetings, etc.
• Attend and support Joint and Health Safety Committee meetings and initiatives.
• Order safety supplies (PPE) and work with Field Managers to reorder and maintain inventory.
• Maintain common areas and kitchen spaces including spot cleaning, daily coffee machine set-up/maintenance, maintain the dishwasher, and order/stock kitchen supplies.
• Conduct a daily office walk-through/assessment to ensure common areas are properly set up (i.e., all printers stocked with paper and toner, meeting rooms and common areas are tidy and organized).
• Support on/offboarding processes
• Perform other duties as required to meet the ongoing needs of the organization.

Skills:

• Excellent Microsoft Office skills including Word, Excel, PowerPoint, Outlook & Access (Bluebeam, Adobe Creative Suite and Social Media web platforms experience are an asset);
• Excellent written & verbal communication skills;
• Strong organizational skills and ability to prioritize multiple projects while maintaining attention to detail in a fast-paced and deadline-driven environment;
• Ability to work independently or as part of an experienced team;
• Ability to maintain professionalism and a positive attitude at all times, exhibiting initiative, tact and judgment;
• A minimum of 3 years' experience working in an administrative role.
• Ability to lift up to 20 lbs. (billing files)

We offer:

• A competitive compensation package and comprehensive benefit package;
• A collaborative and team-oriented work environment;
• Newly renovated office space and free parking.

Hours:

• 9:00 a.m. to 5:00 p.m., Monday through Friday
• 5 hours per week
• 100% in-office role

Job location: Kanata, ON